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company_seo_logo Personal Executive Assistant

Site:

Italy, Lombardy, Fino Mornasco

Sector:

Aerospace industry

Role:

Telephonist / Secretariat / General services

Date: 23/10/2022
activities 

Job ad description

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The position reports directly to our CEO and supports organising his schedule and the ones of his First Line. Activities mainly include preparing corporate materials for meetings and presentations, scheduling meetings and organising travel. It is crucial that the person has a high level of organisational skills, is able to manage several activities simultaneously and works with discretion and confidentiality. 

 

Tasks and Responsibilities:

  • Manage and maintain the CEO's diary and email account by filtering emails and highlighting urgent correspondence
  • Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive's behalf
  • Conduct weekly diary meetings with the CEO and Heads of Dept's to discuss upcoming engagements, invitations and other requests
  • Schedule meetings on behalf of the CEO and his First Line, ensuring all the involved participants are duly and promptly updated
  • Assist and support the CEO with the preparation of presentation materials
  • Coordinate travel and accommodation requirements, in partnership with the Travel Agency
  • Ensure that guests, business partners and suppliers of the CEO and his First Line are welcomed in the best way possible in our Headquarters
  • Drafting ad hoc reports according to specific needs
  • Coordinates third-party delivery services for package/letter pick-up or delivery
  • Provides timely and focused support to the CEO's activities by assisting in key management activities and coordinating input and requests from the management team.
  • Supports the CEO in gathering inputs from management to implement strategy and validate business plans together with CFO
  • Interfaces with the management team on a timely basis for the transfer of company strategy to all levels of the organization
  • Regularly updates the CEO on the main activities and internal issues (and defines initial solution hypotheses where possible)
  • Ensures that the management team implements effective collaboration and ensures proper coordination of cross-company activities in line with business objectives
  • Supports the CEO in implementing timely reports and updates to the Board/Governance and Investors
  • Supports the CEO in organizing and preparing meetings with key stakeholders (agenda preparation and documents based on guidelines)

Qualifications and experience:

  • Consolidated work experience as Executive Assistant or Personal Assistant or similar role for at least 2-5 years in a structured organization.
  • Full professional proficiency in the English language is mandatory; knowledge of an additional language will be considered a plus.
  • Strong knowledge of MS Office, above all Word, Excel, PowerPoint and Outlook
  • Excellent organisational and management skills
  • Experience scheduling travel arrangements for management
  • Ability to work well under pressure and to handle sensitive and confidential information
  • Ability to prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
  • A proactive approach to problem-solving with strong decision-making skills, within a fast-paced quickly changing environment
  • Excellent oral and written communication skills and ability to professionally represent the CEO's office and his First Line of Managers

Education:

  • High School degree
  • PA diploma or certification is a plus

More details

Vacancies:1
Will manage other people:No
Type of contract:Permanent job
Career level:Employee

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